Adding a New Job – Learning the New 'Add Job' Screen and AI Assist

---

🎥 Click below to watch the tutorial video!

Written Lesson

Accessing the New ‘Add Job’ Screen

• Guest: Select this for any requests coming directly from a guest.
• Internal: Choose this for jobs related to hotel operations that aren’t guest-specific (e.g., maintenance, deliveries between departments).
• Housekeeping: This tab might be available if your role can initiate specific housekeeping-related tasks directly.

• No Action: For informational notes or jobs that don’t involve a physical action.
• Clean: For cleaning tasks.
• Deliver: For delivering items to a location.
• Remove: For removing items.
• Repair: For maintenance or fixing something.
• Replace: For replacing items.
• Inspect: For tasks requiring an inspection.
• Install: For installing new items.
• Perform: For general tasks not covered by other actions.
• Test: For testing equipment or systems.

• Status: The default will often be “Not Started.” You can change this if the job is being logged with a different initial status.
• Priority: Use the dropdown (e.g., “Medium” in the screenshot) to set the job’s priority (Highest, High, Medium, Low) based on its urgency.

• Job Item: Tap the “Select” button next to “Job Item.” A list of available items will appear. You can usually type to search for an item quickly.
• Quantity: The number next to “Job Item” (e.g., “1" in the screenshot) allows you to adjust the quantity of the item needed for the job.
• + Job Item: If the job involves multiple different items, tap “+ Job Item” to add another line and select an additional item.

• Location: Tap the “Select...” dropdown next to “Location.” You’ll then be able to search for and select the specific room number, public area, or equipment where the job needs to be performed.

• Date and Time: By default, it will likely show “Does Not Repeat.” If this is a recurring task, you might have options to set up a repeat schedule here (contact your manager if unsure about repeating jobs).
• Start Date / Due By: These calendar fields allow you to set the precise Start Date and Time for the job, and the Due Date and Time by which it must be completed.
• Suggested: You may see a “Suggested” time, which Optii might provide based on typical task durations.

• Department: Select the relevant department for the job.
• Role: Choose the specific role within that department that should handle the job.
• Team Member: Finally, you can select a specific team member to assign the job to. If left blank, it might remain “Unassigned” for someone to pick up.

• Checklist Icon: To add or associate a checklist with the job (if applicable to your role).
• Notes Icon: To add written notes, special instructions, or details for your colleagues.
• Picture Icon: To take and attach a photo directly to the job. This is extremely helpful for visual clarity, especially for maintenance issues!
• Attachment Icon: To attach other files relevant to the job.

How the New AI Job Assist Works in this View:

This new “Add Job” screen works seamlessly with Optii’s AI Assist to speed things up

Typing/Speaking to Pre-fill: Instead of manually selecting the “Action,” “Job Item,” and “Location,” you can simply type or speak your request (e.g., “deliver bath towel room 101") at the beginning. The AI will then attempt to automatically fill in these fields for you on this very screen!

 

 

After the AI has done its magic to pre-fill, you’ll simply review the suggested selections, confirm the location and other details like “Date and Time” or “Assignment,” and then proceed to save. How cool is that for quickly logging new tasks!

9. Finalizing the Job (Cancel / Save)

 

This new “Add Job” screen, especially with the AI Assist, is designed to make your job creation process much faster and more accurate. If you have any questions or need further assistance with this new feature, please contact your direct manager!